Information Management

Information is one of the most valuable assets of any organisation. Every day, documents, emails, attachments, reports, photos, contracts, templates, forms, internal notes and external communications circulate across teams.

When this information is scattered — on paper, email inboxes, shared folders, personal devices or isolated applications — companies lose control, visibility and responsiveness.

Filedoc centralises, organises, protects and makes all organisational information accessible, ensuring that every document is stored in the right place, properly catalogued, available to the right people and fully integrated into business processes.

Typical Challenges Organisations Face

Information management touches every area of the company. It influences everyday tasks such as registering a document, locating a contract, responding to an important email or approving a request.

The main issues that Filedoc solves include:

• Documents spread across multiple formats: paper, PDFs, emails, ERP attachments, network folders and employee devices.
• Teams and information dispersed across different buildings, cities, countries or remote work setups.
• Poorly structured or inconsistent cataloguing, making documents hard to find, retrieve or connect.
• Lack of version control leading to outdated or duplicated documents.
• Compliance risks and potential loss of sensitive information.
• Slow, paper-based manual processes.

A centralised document management system ensures everyone accesses the same information, securely and consistently, regardless of location — enabling operational continuity and full alignment across distributed teams.

How Filedoc Transforms Information Management

Filedoc serves as a smart central repository where all information is registered, organised, searched, approved, shared and archived in a secure way.

1. Capture and Digitisation

Filedoc allows you to capture any type of document through:

• Integrated scanning
• Import of PDFs and attachments
• Direct registration from Outlook, Word and Excel
• External portal submissions (suppliers, partners, citizens)
• Web forms
• Mobile app (photo capture)

Each document is immediately:

• classified
• indexed
• organised according to company rules

2. Standardisation and Consistency

Information is structured uniformly with:

• Predefined document types
• Centralised Word templates
• Mandatory fields
• Automatic validation
• Sequential numbering
• Access profiles and retention policies

3. Powerful Search

The advanced search engine allows users to find documents in seconds through:

• full-text search
• metadata search (type, date, entity, author…)
• combined criteria
• natural language search (powered by Cogniffy)
• search through attachments, notes and versions
• advanced filtering

4. Workflows and Document Circulation

Documents can follow predefined or ad-hoc workflows, such as:

• review
• approval
• signing
• validation
• distribution
• decision-making

These workflows eliminate paper circulation, improve accountability, control deadlines and record every action taken.

5. Security and Access Control

Filedoc ensures full protection of organisational information through:

• AD or SSO authentication
• Permissions per user, group, role or document type
• Confidential access levels
• Full audit logs
• Electronic signatures
• Certified digital archiving (including DL 28/2019 compliance)

6. Integration Across the Organisation

Filedoc integrates seamlessly with:

• ERP
• CRM
• HR systems
• Internal and external portals
• Other repositories and databases

Real Use Cases

Administrative Area

• Incoming/outgoing correspondence
• Control of internal/external documents
• Management of minutes, official letters and memos

Finance / Accounting

• Complete management of supplier and customer invoices
• Approvals based on cost centres, values or roles
• Certified digital archiving (DL 28/2019)
• ERP integration (postings, journals, accounting documents)

Sales / Commercial

• Management of proposals, quotations and commercial contracts
• Automatic version control for documents sent to clients
• Centralised archive of client documents (emails, requests, attachments)
• Alerts for renewals, reviews or follow-ups

Legal

• Contracts, addenda, NDAs
• Deadline and renewal control
• Versioning and electronic signatures

Procurement

• RFQs
• Supplier proposals
• Contractual documentation

Management / Leadership

• Reports, minutes, internal notes
• Confidential strategic documents
• Decision-making support

Operations

• Technical documents
• Work orders
• Intervention reports